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HomeMy WebLinkAbout2009-09-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY SEPTEMBER 21, 2009 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop meeting of the City Commission to order at 9:30 a.m. on Monday, September 21, 2009 in Room 105, Tamarac City Hall, 7525 NW 88 Avenue, Tamarac, FL. PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Patricia Atkins -Grad, Commissioner Pamela Bushnell, Commissioner Diane Glasser, and Commissioner Harry Dressler. ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Attorney Julie Klahr, Deputy City Manager/Interim Financial Services Director Michael C. Cernech, and City Clerk Marion Swenson. Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. Item No. 6 (h) on the Consent Agenda. INTERLOCAL AGREEMENT WITH BROWARD COUNTY FOR PUBLIC TRANSPORTATION SERVICE: (TR11693) Authorizing the appropriate City officials to accept and execute the Interlocal Agreement between the City and Broward County for public transportation services. Parks & Recreation Director Warner and Community Services Manager Maldonado appeared and gave presentations. Commissioner Dressler asked if the $10,000 received for the 2009 STAR Award for Senior, Transportation Programs could be applied to the cost of the community bus service and Director of Parks and Recreation Warner said it could not, as the application for the award was based on the description of the Great Escape and Shuttle trips. Commissioner Dressler questioned how the City tracks ridership on the Great Escape programs and Director of Parks and Recreation Warner responded in addition to the driver logs these programs require pre- registration. Commissioner Dressler asked who monitors ridership in the existing route program and Community Services Manager Maldonado responded a report is sent to the County monthly; we are meeting the ridership at 7.3 per hour. Commissioner Dressler asked if the City has any feel for what can be expected from the County next year with regard to their subsidy of the program, and asked if the agreement is able to be cancelled by the County. City Manager Miller said it is a three-year agreement, and Community Services Manager Maldonado said if we do not meet the ridership requirements the County can cancel the program within 30 days. Commissioner Dressler asked staff to notify the Mayor and City Commission if we fall below the required ridership. Vice Mayor Atkins -Grad suggested increasing the fares from $.50 to $.75 per trip. Director of Parks and Recreation Warner explained our agreement with Broward County only allows us to charge up to Y/2 of what they charge us per trip, so, in essence, we could raise our fee to no more than $.60. Mayor Flansbaum- Talabisco said she would bring it up at the League of Cities meeting. Community Services Manager Maldonado said past history shows when rates are increased ridership drops for a few months. Commissioner Dressler said he is opposed to an increase in rider fees. Commissioner Bushnell questioned the average length of a trip and asked which bus is used for the Great Escape trips. Community Services Manager Maldonado said we are on a 55 minute schedule, and we have a larger bus for the Great Escape trips; if there are no programs going on then the bus is used for adult programs and sometimes it is used for the community routes. Mayor Flansbaum- Talabisco asked if we found out there was a neighborhood that was underserved, could we change our routes to include it and Community Services Manager Maldonado said we would look at the route and perhaps remove another location with low ridership; Broward County would assist with the timing of the stop. Mayor Flansbaum- Talabisco said she noticed the routes do not go into the Woodlands. Mayor Flansbaum-Talabisco asked if we considered outsourcing the driver that currently costs us $38,556, which includes benefits, and confirmed this has been budgeted. Commissioner Dressler said he recalls previously discussing privatizing the buses and asked why we do not participate in a partnership with other cities. City Manager Miller responded we are always looking at every opportunity to privatize. In the past it has been cheaper not to privatize, especially with a small system. He is happy to look at Margate and Coral Springs. Commissioner Dressler said there may be interconnectivity benefits to the City, and he would like to have the data for the next agreement. Director of Parks and Recreation Warner said we are currently exploring the matter. Vice Mayor Atkins -Grad said she has observed other communities dropping off and picking up at the Tamarac Community Center and perhaps we can tie our transportation in with theirs. Community Services Manager Maldonado said our routes are designed to link to other communities as well as Broward County stops. Commissioner Glasser confirmed para-transit is separate from this agreement. Mayor Flansbaum-Talabisco said there is interest in the system from all the Commissioners and suggested some time after January this matter be discussed in a workshop setting, bringing to the Mayor and City Commission information from other cities as well as any information Mayor Flansbaum-Talabisco finds out from the League. 2. Item No. 6 (c) on the Consent Agenda. PURCHASE OF MEDICAL AND FIREFIGHTING SUPPLIES FROM BSO, FIRE RESCUE DIVISION LOGISTICS WAREHOUSE - FY10: (TR11696) Authorizing Tamarac Fire Rescue to purchase medical and firefighting supplies from Broward County Sheriffs Office, Fire Rescue Division Logistics Warehouse during FY10, in an amount not to exceed one hundred thirty thousand dollars ($130,000.00); authorizing the appropriate City officials to execute a Liability Waiver in connection with the purchases. Interim Fire Chief Moral and Purchasing/Contracts Manager Glatz appeared. Interim Fire Chief Moral gave a presentation. Commissioner Dressler asked about pandemic related expenses and Interim Fire Chief Moral said we have included some items and increased some stock that we order weekly. Commissioner Dressler asked if we are less concerned now that the mortality rates have lessened for H1N1, and Interim Fire Chief Moral said no because the virus can mutate at any time. Commissioner Glasser confirmed BSO passes their costs on to us. Vice Mayor Atkins -Grad questioned language in Exhibit A with regard to "as is" products and Purchasing/Contracts Manager Glatz and Assistant City Attorney Klahr explained BSO does not warranty the products, but the manufacturer does hold a warranty. Vice Mayor Atkins -Grad asked if there are expiration dates on the products and Interim Fire Chief Moral said we rotate stock in order to eliminate products going past their expiration dates. Mayor Flansbaum- Talabisco asked if everything is kept in one location and Interim Fire Chief Moral said each fire station keeps a room for things that are used the fastest, but the bulk is stored at Fire Station 15. 3. Item No. 6 (f) on the Consent Agenda. ADPI RENEWAL AGREEMENT - AMENDMENT 2: (TR11687) Authorizing the appropriate City officials to execute the second renewal option agreement with Advanced Data Processing, Inc. (ADPI) to provide for the administration, processing and receipt of payments associated with transporting Emergency Medical Service (EMS) patients on behalf of the City of Tamarac Fire Rescue Department. Interim Fire Chief Jeff Moral and Purchasing Contract Manager Keith Glatz appeared. Interim Fire Chief Moral gave a presentation. Commissioner Dressier asked if the contract could be opened for renegotiation of the cost and Interim Fire Chief Moral and Purchasing/Contracts Manager Glatz said the cost is based on 7% of collections. Assistant City Attorney Klahr added when we have a contract and go out to bid for a specific period of time with renewal provisions it is based upon the same terms. We do not usually renegotiate during the renewal process, because it provides an unfair benefit to the vendor. Commissioner Dressler questioned pension agreements that are written with different windows and Assistant City Attorney Klahr explained those are collective bargaining agreements with labor. 4. Item No. 6 (d) on the Consent Agenda. RENEWAL OF AGREEMENT - BID #06-33B - FURNISH, DELIVER AND DISCHARGE OF QUICKLIME: (TR11677) Authorizing the appropriate city officials to exercise the Third -Renewal Option of Agreements to "Furnish, Deliver and Discharge of Quicklime" to, and execute agreement amendments with, Chemical Lime Company of Alabama, LLC for the City of Tamarac and on behalf of sixteen members of the Southeast Florida Governmental Purchasing Cooperative; and with Carmeuse Lime & Stone, Incorporated on behalf of two members of the Southeast Florida Governmental Purchasing Cooperative, for a period of one year with one (1) additional one-year renewal options, and acknowledge and approve a change in corporate name and corporate structure for Chemical Lime Company of Alabama, LLC. Utilities Director Gagnon and Purchasing/Contracts Manager Glatz appeared. Director of Utilities Gagnon gave a presentation. 5. Item No. 6 (g) on the Consent Agenda. TAMARAC ALLEYWAY IMPROVEMENT PROJECT: (TR11689) Appropriate City Officials to execute an agreement with Sealtec Construction Group, Inc. for the construction of the Tamarac Alleyway Improvement Project, located between State Road 7 and NW 38th Terrace and West Commercial Boulevard and NW 49th Street in accordarice with Bid No. 09-15B, for an amount not to exceed $92,751.90 from the appropfiate.ac oonts; authorizing budget amendments as needed for proper accounting . purposes. TIUblic Works Director Strain and Purchasing/Contracts Manager G1atz' a- v --eat:: Public Works Director Strain gave a presentation. 6. Item No. 6 (e) on the Consent Agenda. PARALLEL CULVERT IMPROVEMENT PROJECT: (TR11679) Authorizing the appropriate City Officials to execute Task Authorization No. # 09-05E with HSQ Group, Inc. to provide professional engineering services for the design and permitting of the Parallel Culvert Improvement Project, in accordance with the City's Continuing Service Agreement as authorized by Resolution #R-2009-090; authorizing an expenditure for said purpose in an amount not -to -exceed $74,200.00; authorizing budget amendments as needed for proper accounting purposes. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Commissioner Dressler asked if there is a page or section in the budget that quantifies the amount of money the City receives by virtue of grants, because he does not believe the residents understand how relevant that issue is, and the fact that the City could not function without those grants. Deputy City Manager/Interim Financial Services Director Cernech said that information is contained in the Annual Audit (CAFR), and the City would have to function differently without the success we have in the area of grants. Commissioner Dressler said he would like staff to include a paragraph in the Manager's introduction to the budget that says what percentage of the budget for the past year is attributable to grants. Then compare that number to the percentage of the total budget derived from ad valorem taxes. Commissioner Glasser said she believes that information should be brought up at the Mayor and City Commission's individual meetings with the residents. Commissioner Dressler said it should be brought up at both places and it would place the numbers in perspective for people to understand who pays for what. City Manager Miller said he could include the information in his introduction. 7. Item No. 6(i) on the Consent Agenda. SHAKER VILLAGE STORMWATER EASEMENT - BOAT RAMP: (TR11694) Authorizing the appropriate City officials to execute a Stormwater Easement with Shaker Village Condo Association for the Stormwater Boat Ramp Project, authorizing and directing the City Clerk to record said agreement in the Public Records of Broward County. Public Works Director Strain appeared and gave a presentation. Mayor Flansbaum-Talabisco asked how the boats get into the water now and Public Works Director Strain said they have to drive in off the curbing, which is not efficient. Mayor Flansbaum-Talabisco questioned if people will think the boat ramps are public and Public Works Director Strain said they are chained off and signs posted. Mayor Flansbaum-Talabisco asked when it will be completed and Public Works Director Strain said when the easement is executed we will start the design and construction will commence four weeks after that. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjoumedll)) oorkshop meeting at 10:33 a.m. zao- Cifr_t—lerk _ -